This position provides general procurement, administrative and customer service support; sets up and maintains supplier information in SalkShop’s Total Supplier Manager (TSM) module; provides training to new users on the system, guidance and answers routine questions about Procurement Services processes and the SalkShop and ERP (Banner) applications; assists with Salk’s onsite supply centers; and performs tasks related to the management of the e-procurement system content and data to support business operations. Incumbent is expected to take initiative and exercise judgment in accordance with well-established policies, procedures and techniques. Some work is technical and may require training or experience in, and working knowledge of, standard administrative practices, e-procurement and supply chain processes.
Procurement Services Administrative Support (50%)
Provides exceptional customer service, answers semi-routine inquiries, proactively offers assistance to others, resolves problems, interfaces with suppliers and internal clients from both science and administrative departments.
Assists Buyers in order expediting support involving follow-up on overdue purchase orders items and services. Works with Buyers to run the weekly overdue report, contacts suppliers, requests proofs of delivery, communicates with Buyers and internal clients regarding status, enters updates in the SalkShop and Banner systems including new delivery dates and other relevant information.
Maintains efficient electronic and manual filing systems to maintain compliance to federal regulations and Salk policies, processes paperwork and composes routine correspondence.
Reviews the daily Excluded Parties List (EPLS) Report to ensure the appropriate documentation from sam.gov is attached to the requisition and supplier profile. Works with Financial Information Systems (FIS) to ensure the annual EPLS/SAM (System for Award Management) process is complete and complies with federal regulations.
Monitors and assists in correction of errors on the Incomplete Documents Report, Incomplete Invoice Report and Incomplete Receipt Report reports
Assists Buyers with administrative functions such as data entry corrections, change orders, returns, resolving discrepancies and communication to internal clients.
Prepares, reviews, formats and distributes reports and assists with the creation of presentations, business summaries and metrics for management as requested.
Acts as back-up to Buyers and Department Admin to collects credit card receipts and other documentation and reconciles the monthly Visa credit card reports per current procedures.
Updates purchase order data as needed for change requests from the Research Accounting and Finance/Accounts Payable Departments.
Takes initiative to identify areas for improvement and suggest recommendations. Provides input on the best methods and procedures to handle new tasks and projects.
Maintains and updates Procurement Services related Standard Operating Procedures (SOP), training manuals and other documentation.
Assists in maintaining and updating information on the Procurement Services intranet and external web pages.
Tracks department computers and all the software versions on each to ensure refresh cycles are maintained and software updates and new computers are ordered and installed as required.
Performs a variety of administrative tasks including but not limited to; reception, meeting scheduling and managing, Supplier Table Show reservations, meeting minutes, conference room/call set up, mail distribution and call routing for the Procurement Services department.
Handles service calls for departmental equipment including copiers, phones and computers and enters work orders for internal facilities and IT services.
Monitors inventory and enters requisitions office, general and kitchen supplies for the department as needed.
Ensures light housekeeping of common areas.
Handles other regular duties as indicated in the Procurement Coordinator Procedure Manual.
E-procurement Application & ERP Support (45%)
Responsible for supplier management utilizing SalkShop’s Total Supplier Manager Module (TSM); which includes but it not limited to inviting new suppliers, following up on invitations, reviewing and updating supplier data including but not limited to insurance documents, contact information, addresses and ordering information to ensure compliance to federal and Salk requirements, supplier diversity information and certification, generating reports on supplier information and status, advising suppliers on how to do business with Salk and outreach.
Acts as primary trainer for SalkShop user requisitioner and approver training classes which are currently on-line, keeps updated training link, and sends invitations, tracks attendance and coordinates with systems support staff to grant appropriate access when requirements are met. Identifies potential training needs and updates class materials, content, syllabi, and quick reference guides as requested.
Answers questions and resolves routine issues from users of the SalkShop e-procurement system and onsite supply center ordering systems. Notifies and escalates to the Financial Information Systems team and Procurement Services management to ensure continuous improvement and customer satisfaction.
Reviews and assists Senior Buyer in working on, and distributing information required weekly per the Fixed Asset Extract report that include facts about an asset only in the Banner financial system, such as asset manufacturer, serial number, responsible person, custodian and asset description.
Manages suppliers’ hosted price files including but not limited to downloading, formatting and filing price files and spot-checking pricing in SalkShop.
Manages daily e-procurement application content to support operations such as folder management, cart assignments, etc.
Assists with the Contract Manager Module content and self-managed catalog maintenance upon request.
Provides assistance to the Financial Information Systems team with monitoring, testing and troubleshooting SalkShop and Banner issues. Including new system upgrades, supplier enablements and other projects.
Promotes the value of the entire Procure-to-Pay (P2P) process and the benefits of using Salk’s e-Procurement and other financial information system applications at all times.
Other Duties as Assigned (5%)
Minimum two-year experience in Procure-to-Pay administrative functions and e-procurement or other application management/support, or equivalent experience in a IT/IS (Information Technology) or laboratory administrative function.
Experience performing administrative procurement work or similar process management practices, such as following up on orders, change orders, resolving discrepancies and interfacing in a professional and ethical manner with internal clients, other administrative business units and suppliers.
Demonstrated experience with standard and electronic filing systems that support compliance to federal regulations, Salk policies and good procurement practices.
Experience working with and supporting end users of e-procurement systems or other enterprise applications.
Able to present to and train small groups of people from all departments and levels in an organization.
Must possess computer technical and analytical skills, be assertive and demonstrate initiative when investigating issues
Experience in a research, nonprofit or academic environment.
Experience updating and maintaining supplier qualification information and databases.
Experience complying with federal regulations governing procurement activities with grant and contract funding.
High School diploma.
Combination of education and experience in procurement, supply chain or related field, administrative, applications/systems or e-procurement support work.
Bachelor's degree in business or related field.
SKILLS AND ABILITIES
Independent thinking and resourcefulness to organize and prioritize changing daily activities and complete multiple tasks as assigned by others or as guided by standard practices to accomplish business objectives.
Excellent customer service skills with the ability to clearly, courteously, and professionally articulate information to a diverse group of people; defuse tensions and escalate concerns appropriately.
General understanding of Procure-to-Pay practices, processes and policies to ensure rational follow-through and regulatory compliance on more complex tasks and escalation to management when necessary.
Ability to work under pressure, in a fast-paced environment with changing and competing priorities.
Initiative, assertiveness and resourcefulness to seek and determine root causes to problems and suggest innovative solutions to achieve desired results.
Functional knowledge of procurement procedures and operations. Ability to update and maintain procedure manuals related to functions of position.
Exceptional oral communication, interpersonal skills, professionalism and judgment to handle sensitive and confidential information and situations in various settings with diverse audiences.
Skilled in creating and formatting Excel spreadsheets; creating and editing word documents and PowerPoint presentations; accurate data entry using applicable software programs such as Microsoft Word, Excel, Adobe Acrobat, Outlook, ERP/e-procurement and other web-based applications.
Professional business writing skills using proper grammar, style, format, tone and spelling to logically, effectively and efficiently communicate information to the intended audience.
Accurate data entry and data auditing skills.
Ability to create and maintain document management processes for version control and ease of retrieval by self and others for audit compliance.
Strong attention to detail and consistency.
Ability and interest in learning how to work effectively with and maximize the value of new hardware, software and data.
Skilled in use of standard computer equipment including but not limited to copiers, scanners, conference call phones, laptops, projectors, and mobile devices.
Ability to cooperate and work harmoniously with co-workers, and the strong desire to be an integral part of a service-oriented team who contributes to the success of the department in supporting Salk’s mission.
Prior use or working knowledge of Jaggaer/SciQuest and Banner applications.
SPECIAL CONDITIONS OF EMPLOYMENT
Must be able to work a standard 8-hour work schedule between the core department hours of 7:00 a.m. – 4:30 p.m., Monday - Friday with the ability to work overtime during times of peak demand.
Conflict of interest disclosure required.
Confidential information agreement (including Addendum E) required.
Must be willing to work in an animal-related research environment.
Satisfactory completion of the Institute’s background investigation
This position requires constantly adjusting focus, handling, keying, hearing, seeing, sitting, talking, communicating, reading, reasoning, writing, and working inside.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Salk scientists are dedicated to innovative biological research. The Salk Institute consistently ranks among the leading research institutions in the world for its faculty's contributions and the impact of their findings. Focused both on discovery and on mentoring future generations of researchers, Salk scientists make groundbreaking contributions to our understanding of cancer, aging, Alzheimer's, diabetes and infectious diseases by studying neuroscience, genetics, cell and plant biology, and related disciplines. "We lead biological research. We prize discovery. Salk is where cures begin."Overlooking the Pacific Ocean in La Jolla, the Salk Institute offers a warm, collegial and collaborative work environment, where employees enjoy a generous benefits program. Social activities on campus encourage interaction as a community.